A Step by Step guide to the RDR. As per Florida Statute (1B-24.003(10))all locations must ensure that destruction of records is conducted in a manner that safeguards the interests of the safety, security and privacy of individuals.
What is the RDR Form. sample • The Records Disposition Request is your authorization to destroy obsolete documentation and electronic records through the dates shown under Item 7d of the first page of the Records Disposition form. • Please print all pages of the RDR and follow the instructions given when completing the information requested. • The Office Manager will serve as the Records Coordinator and should instruct the responsible individuals to purge their files. You are urged to destroy all useless, obsolete records housed in your location.
RDR Form Explained. sample • COLUMN 7a – This column shows which General Schedule book was used for the series either GS-7 or GS1-SL. • COLUMN 7b – Is the item number which contains the series description.
RDR Form Explained. sample sample • COLUMN 7c – This is the description of the series as defined in the General Schedule. • COLUMN 7d – This area indicates the date/years approved for destruction. • COLUMN 7e– This area is for volume conversion. The conversion chart and be found on our webpage. Or viewed here.
RDR Form Explained. sample sample • COLUMN 7f – This area is used to document the destruction date. • Section 9 – The Principal or Department Head and a witness will complete the Disposal Certificate to confirm the files have been lawfully disposed.
Determining Retention. There is NO five-year or seven-year blanket retention period for records. Some records series may be as short as a month while others have a permanent retention. Records Retention Schedules are written standards for the retention and disposition of public records. These standards are based on the legal, fiscal, historical, and administrative value of the records. The State of Florida has posted detailed guidelines for retaining records. This information can be found Here. The GS1-SL is used for Departments. The GS7 is used for School Records. Both the GS1-SL and GS7 are used for cross referencing The RDR form also has record summaries as well as retention length.
Important Notes • General Schedules contain records with a retention of “obsolete, superseded, or administrative value is lost" which are not required to be submitted on a RDR form prior to disposal except for records that have been microfilmed or scanned as part of a retrospective conversion project in accordance with Rule 1B-26, F.A.C., where the microfilm or electronic version will serve as the record copy. However, these records should be destroyed when appropriate. These records would encompass transitory messages (schedule GS1-SL, item 146) which include, but are not limited to: E-mail messages with short-lived or no administrative value, voice mail, announcements, self-sticking notes, and telephone messages. • The Department of State mandates that a Statement of Compliance must be submitted with an accurate disposition accounting by the district, thus all locations must respond by the deadline given. Those who do not have any disposal to report must fill out the Records Disposition Exemption Certification. • When reviewing the RDR, “Record copy” refers to the original document(s). • Avoid mixing record series and years to make disposition easier. • Please print ALL pages of the RDR and follow the instructions given when completing the information requested. • Retain a copy of the RDR form for your files.
Information For Schools Only. • Schools must pay close attention to all health/medical/clinic items. These three (3) series have a retention period of 7 years. Please refer back to the RDR for specific destruction dates • CLINIC LOG Item #120 This record series consists of a list of students entering the clinic, the date and time, the reason, the nurse/parent/staff member on duty, and the time departed. Retention is pursuant to Section 95.11, Florida Statutes, Statute of Limitations on medical malpractice. • MEDICAL/HEALTH CARE RECORDS: STUDENT Item #158 This record series documents medical or health-related care, treatment, and screening provided to students by or in the school or child care setting. Records may be maintained at the school by a school nurse, physician, or other recognized medical practitioner. The records may include, but are not limited to, student identification; complaint or reason for seeking care; present illness; personal medical history; medical treatment information; and records of medication and dosage administered. The series also includes written notices from parents/guardians authorizing the school to administer prescription and nonprescription medicine to their child, and written notices from parents/guardians and doctors authorizing a student to self-administer medication. Please refer to Rule 65C-22.004, Florida Administrative Code, Health Related Requirements, for specific authorization requirements in child care settings. Retention is pursuant to Section 95.11, Florida Statutes, Statute of Limitations on medical malpractice. • RELEASE OF STUDENT INFORMATION: MEDICAL Item #132 This record series consists of authorizations by the parent/guardian or the adult student for release of medical records by a full service clinic or school nurse for the purpose of transfer, family request, or another doctor’s review. Physical or mental health data can only be released to a health professional. This release is identical to those required in more formalized health care facilities
Information For Departments Only. • Departments which maintain records at the Records Retention offsite warehouse; review paperwork for information sent for archival and contact Records Retention when files have met retention. • Records Retention will send a memo to notify the department(s) whenever files have met retention and will be destroyed. • Records Retention must be informed if you wish to extend the retention period. • Departments are still responsible for submitting the RDR even when files are kept off site. • Records Retention will complete Column F dates on the RDR • Under section 5, it must be specified how the files are to be destroyed. Sensitive information will be sent for incineration. Non sensitive information can be recycled. (Due the high amount of identity theft the main method of destruction is incineration.)
Frequently Asked Questions. • QUESTION:How long do I need to keep my records? • ANSWER: In the records management industry, the RETENTION refers to the minimum time period necessary to retain records. Every record is unique and has it’s own retention period. The District may recommend different retention periods for records under General Counsels’ advice. • QUESTION:Your site maintains Work Orders “Record Copy” dating from July 1, 2007 through June 30, 2008. Can you dispose all of them? • ANSWER: No, the RDR lists just the work orders from July 1, 2006 through June 30, 2007 have been approved for disposal. School staff should follow the dates given for each document as listed on the RDR form. These dates follow the recommended retention guidelines found in General Records Schedules GS1-SL and GS7. • QUESTION: What is the retention period for duplicates? • ANSWER: Duplicates may be classified as obsolete, superseded or administrative value is lost. These records may be destroyed at any time provided the destruction method is defined by 1B-24.003(10)F.S • QUESTION: What is a Records Series? • ANSWER: A group of related documents arranged under a single filing arrangement or kept together as a unit because they consist of the same form, relate to the same subject, result from the same activity or have a certain common characteristics 1B-24.001(3)(k)F.S • QUESTION: How do I find a Records Series or Item#? • ANSWER: The best method of identifying a particular document or form is to understand its function. Knowing the purposed of the document will lead you through the descriptions on the GS books. • QUESTION: Why can’t I find some records series categories I have seen in the past? • ANSWER: The Bureau of Archives and Records Management, Florida Department of State, is responsible for establishing retention guidelines for government agencies. The Bureau publishes a series of handbooks called General Schedules for various types of records that specify the minimum time period that those records need to be maintained. These General Schedules books are revised every few years. Many of the series get reclassified or combined with others.
RECORDS DISPOSITION EXEMPTION CERTIFICATION The Department of State mandates that a Statement of Compliance must be submitted with an accurate disposition accounting by the district, thus all locations must respond by the deadline given. Those who do not have any disposal to report must fill out the Records Disposition Exemption Certification.
Please complete and return the RDR form, documenting the volume destroyed. Principal or Department Head signature is required along with a witness signature on the first page. All pages of the completed RDR must be submitted by the deadline given via pony to Supervisor, Records Retention. Any questions regarding the preparation or submittal of the RDR form please contact Lucia Ungaro via CAB. Records Retention Staff can also assist. Records Retention is available at 754-321-3150.